Gather and load luggage into van at SJSU (2/9/15) and at Travelodge (2/16/15)

Summary of Responsibilities – Uniforms:

Work with PB Special Events to create list of shirt sizes at Orientation (12/6/14)

Work with Human Resources Dept. to develop grooming and uniform guidelines for all
Team events during training, Pebble Beach, Travelodge, etc. (no visible tattoos, piercings,
no denim, no miniskirts, general appearance, etc.)

Coordinate daily laundry/dry cleaning procedure, pick-up and delivery at Travelodge
and Pebble Beach, and get dry cleaning bags and tags. Set daily division pickup/dropoff
times at Travelodge. Make sure to familiarize Housing/Uniform team with PBC dry-cleaning
tags before Event week (Coordinate with Ross for samples)

Ensure that Daily Uniform Issue and Distribution guidelines are being followed

Summary of Responsibilities – Overall

Create and present a 30-minute PowerPoint Presentation on January 24, 2015 – including
maps of uniform distribution locations, pictures and information regarding housing
accommodations and all of the above information.

Designate a team spokesperson/communicator

Other Information

Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions.
Original itemized receipts must be provided for reimbursement.

These are only the basic responsibilities. It is your mission to add to your department
in order to make it beneficial for the entire team.

Accident Report forms (rental company & SJSU)–At beginning of training address where/when
to get them

PBC accident procedures—make sure you know and understand the procedures (discuss
with Special Events)

Coordinate Parking Permits for vans in garage on Saturday-Sunday nights prior to event
(February 7-8, 2015) and for student overnight parking at SJSU Feb. 9-15, 2015 (start
as early as possible)

Driver and passenger agreements (work with HR Dept)

Van signage (need some kind of tag to hang on rearview mirrors to be easily identifiable
during transit)

Van log - create a driver log for each van (co-pilot to fill out): who drove, when
did they arrive, condition of van before and after. Provide a completed copy to Special
Events office.

Driver Selection: Only individuals who have been pre-approved by PEBBLE BEACH RESORTS and SJSU may drive
the vehicles at any time. Final approval takes place at Pebble Beach on January 31,
2015. Ensure that all drivers meet the following minimum qualifications:

Be at least twenty-one (21) years of age.

Show proof of a valid California driver’s license. Out of state driver's license is
not valid.

Provide a DMV driver’s history print-out dated no earlier than 19 days prior to the
Tournament. Bring driver’s history print-out to Jan 24, 2015 training day. Transportation
Department to provide a copy to Pebble Beach no later than Jan. 31, 2015.

Provide requested list of additional items needed to PBC Special Events by January
5, 2015

Responsible for maintenance of room setup and resetting for the next day. Delegate
tasks within department and to team members; if other team members are required to stay and assist, ensure they have been notified
in advance

Cleanliness of linens.

Keep pins in-place, and out of sight on linens.

Change training room seating chart set up for each training day to facilitate team
interaction.

Provide list of daily tasks/assignments (with brief description - written or verbal)
for re-setting rooms. Include assignments within Con Serv as well as for team members
who are assisting.

Create room décor—budget limit is $300. Out-of-pocket expenses will be reimbursed.
VERY IMPORTANT--keep all receipts and turn in to Special Events. Receipts must be original, itemized register
receipts or will not be reimbursed.

Designate team members to order, set up, operate and break down all AV services including
screens, speakers, laptops, projectors, and other equipment needs (all training sessions
will need complete PowerPoint set-up)

Provide and place directional signage to all meetings (signage for each classroom
used)

Arrange for garbage pickup/liners on Friday (no pickup service provided on Friday
night)

Keep storage room neat and organized. Designate team member to oversee/maintain cleanliness
and organization

Must be at the training setup on Tuesday, January 13, 2015 — 1:00pm to 5:00pm (business
casual attire not required)

Work closely with the Food and Beverage Department for food/dining setup: January
13-17, 24 and February 7, 2015

Create plan for final breakdown on January 17, 2015. Designate duties by team member
and designate ahead of time where items go (Rich's office, PBC staff, trash) along
with an area in the hall to store items prior to transport to their final locations.
Work with F&B Department. Create signs for hall organization

Ensure that name tents arrive (from SJSU) at PB Special Events Department prior to
noon on January 30, 2015

Create and present 30-minute PowerPoint Presentation on January 24, 2015–including
all of the above

Designate a team spokesperson/communicator

Other Information

Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions.
**Original itemized receipts must be provided for reimbursement.**

These are only the basic responsibilities; it is your mission to add to your department
in order to make it beneficial for the team.

Solicit donations (via letter) for food/beverage (on behalf of SJSU) from restaurants,
grocery stores, businesses, etc. starting no later than December 16, 2014. At Orientation,
ask your fellow team members who works in restaurants, hotels, etc. Turn in rough
draft to Rich Larson, cc Director and Special Events for approval by December 15,
2014

Provide all team members with donation letter and tax ID number, encourage all to
reach out to their contacts

Ensure daily lunch setup team rotates (be aware of each member's division to ensure
least disruption to each division training session as possible)

Responsible for food purchasing and preparation, pickup and organizing payment.

Maximum cost is $5.00 per person per day for breakfast (4 days), $10.00 per person
per day for lunch (6 days). Total not to exceed $3,250.00.

Shop for beverages

Provide ice chest and ice daily

Out-of-pocket expenses will be reimbursed. VERY IMPORTANT—keep all receipts and turn
in to PB Special Events. Receipts must be original, itemized register receipts or
will not be valid for reimbursement

Coordinate lunch pickup with Student Coordinator—provide printout of directions and
all necessary information to Coordinator (restaurant name and #, cost of food, quantity/type
of food)

Be aware of, understand and accommodate food allergies and dietary restrictions. PB
Special Events to provide this info on Dec. 12, 2014.

Create/implement system for random seating at meals (vary seating daily). Include
meals at Pebble Beach training.

Create daily task sheet listing assignments for clean-up and dry-set for next day

Create plan for final breakdown on Jan. 17, 2015. Designate duties (e.g. F&B supplies,
water, etc.) by team member and designate ahead of time where items go (Rich's office,
PBC staff, trash) along with an area in the hall to store items prior to transport
to final location. Work closely with Convention Services Department

Catering Department

Summary of Responsibilities:

Coordinate all evening dinners for the Team while in Pebble Beach. Select restaurants,
menus, make reservations or place take-out orders and coordinate billing for dates
listed below. Strongly recommended to visit area/restaurants before event week

Wednesday, February 11 – Eat on-site at PBC. Work with PB Special Events

Thursday, February 12 - Eat in hotel (take-out food)

Friday, February 13 - Eat in hotel (take-out food)

Saturday, February 14 - Eat in hotel (take-out food)

Sunday, February 15 - Eat out at restaurant

Monday, February 16 – Breakfast at The Lodge at Pebble Beach (coordinated by PB Special
Events)

Work with directors to plan social activities (such as evening gatherings) during
training to encourage team bonding

Coordinate SEMT 2006-2015 10-Year Reunion to take place on January 16, 2015 (work
with Rich Larson), including e-vite, restaurant reservations, etc. Reunion not to take place at Sonoma Chicken Coop - Downtown San Jose

Be aware of, understand, and accommodate food allergies and dietary restrictions.
PB Special Events to provide this info on December 12, 2014

Budget per person, per dinner is $20.00

During the week, four (4) nights should be take-out food eaten at the hotel (Tuesday/Thursday/Friday/Saturday).

Provide the week's dinner schedule/budget (in Excel) to PB Special Events/Rich Larson
on or before February 2, 2015

During Event Week, have your list of what everyone has ordered for each meal—this
is a critical reference/resource

Coordinate when transportation is needed for getting to and from the restaurants (work
with Transportation Department) and when food needs to be picked up for eat-in nights

Meet daily during Event Week to discuss dinner plans: who is picking up money, picking
up food (if needed), what time to leave Pebble Beach to get food on time. Coordinate/communicate
daily money handling plan to Rich Larson/ Student Coordinator/PB Special Events

Arrive at restaurant ahead of dinner start time to ensure it's ready. Call day of
dinner to confirm

Create and present 30 minute PowerPoint Presentation on February 7, 2015 – including
restaurant selection, maps for evening functions, Team evening gathering details and
menus for dinners during event week. Communicate meal policy to team: must eat at
restaurant arranged by the Catering Department.

Designate a team spokesperson/communicator

Other Information

Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions.
**Original itemized receipts must be provided for reimbursement.**

These are only the basic responsibilities; it is your mission to add to your department
in order to make it beneficial for the team.

Supplies – contact PBC Special Events to discuss backpack supplies to be distributed
at January 31, 2015 training

Create and distribute HR handbook at January 14, 2015 meeting (FIRST TRAINING DAY).
Handbook MUST be approved by PB Special Events prior to printing/distribution—provide
to SE no later than 1/5/15 to approve.

Train managers on PBC emergency procedure and on general safety information

Dial "0" or from cell phone, dial 831.647.7500

Safety video

Lifting procedures

Slip and fall prevention

Reporting an accident

Emergency level of injury

Where to go if SEMT member becomes ill or needs medical/emergency care during event
week

Identify and communicate the process of informing the SJSU faculty and Pebble Beach
staff of an injury or illness

Name and locations of local emergency facilities

Pebble Beach Company Health and Wellness Center

Overall:

Create and present 30 minute PowerPoint Presentation on January 14, 2015 (FIRST TRAINING
DAY) – including details of all safety procedures, HR guidelines, how they will be
implemented and all of the above.

Designate a team spokesperson/communicator

Other Information

Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions. **Original
itemized receipts must be provided for reimbursement.**

These are only the basic responsibilities; it is your mission to add to your department
in order to make it beneficial for the team.

Communications/Historian Department

Summary of Responsibilities:

Record events and activities of the Team. Take digital photos/videos of training,
travel, event week, and other SEMT activities

Establish Facebook group

Recruit 1 photographer from each Team (On-Course F&B Operations, Chalets, Skyboxes)
at the beginning of training.

Collect their digital photos and create a Photo file.

Provide photo pass to designated photographers. Passes are necessary during Tournament
rounds and can be obtained from PB Special Events on Monday of Event week

Collect and organize photos from all Team members using an online photo account created
by this department

Coordinate SEMT Photos at San Jose State and Pebble Beach

Pre-plan the layout/standing order of the entire SEMT Team (shortest to tallest) for
photos. This photo must be taken after on-site training at PB on January 31, 2015.
Photo must be arranged/scheduled for February 7, 2015

Train Team members on 2-way radios: standard radio terms, professional/proper radio
etiquette

Coordinate with PB Special Events for on-site training exercise on January 31, 2015;
PB Special Events to have practice radios at on-site training and to provide list
of standard radio terminology

Communicate on-site radio operations: Check out/in procedures; How many/where located
to check out/charge for On-Course F&B Operations, Skyboxes and Chalets

Create, print and laminate business card-size cell phone list for Team members, faculty,
and PBC Managers. Distribute at meeting on Wednesday, January 14, 2015

Create, print and distribute emergency contact cards for team members to give to family/friends
during event week, to include key phone numbers and hotel information